How to Write an Invitation to Exhibit

exhibitor sponsoring a motivational speakerI was a female motivational speaker for a wastewater conference this past week, where they had over 1,000 exhibitor tables. I asked the executive director, Hal Rankins, what his secret to success is. He suggested a good invitation to exhibit letter is crucial. Hal shared with me his ideas and I researched some others to come up with the following sample letter:

We are pleased to invite you to participate in the (Conference) on (Date) at (location). This premier event brings together over (insert typical number of delegates), (insert audience profile) industry professionals.

This conference is a tremendous opportunity for you to meet and reach out to leaders who are on the forefront of…. (insert audience profile).

Being a conference exhibitor is an exciting way for your company or organization to have a visible presence at this conference.

Three specific conference events will be of special interest to you:

Explain the networking events that will particularly be of value to the vendor and their staff. Some potential events:

  • Vendor Exhibitor Booth - explain the open hours, size of the booth, booth placement and any other relevant details.
  • Conference Opening Ceremonies - this includes a welcome from the board, introduction to the event and a dynamic motivational speaker.
  • The Meet & Greet - held in the Vendor Exhibit area, vendors are encouraged to participate in the Meet & Greet.  Names of sponsors will be posted at the Meet & Greet.

The cost per exhibit booth is (insert fee) if received by (insert date). Late exhibit registration, if space is available, will cost (insert fee) per booth.

List any other benefits…For instance:

Three transferable luncheon tickets are included with each exhibit space.

Conference registration and banquet tickets are included

There is a three-night minimum stay requirement at (insert hotel)

We hope you will be able to participate in the ( insert name) Annual Conference. We encourage your advance notice and payment since exhibit space is limited. Please forward your payment and executed Exhibitor’s Agreement to (insert address)

Your timely response will allow us to preassign exhibit space. Requests for exhibit space will be accepted on a “first come, first served” basis.

Poster presentations, beverage breaks, lunch/reception, and other activities will be located in the Exhibit Hall to ensure optimum traffic flow.

INCREASE YOUR VISIBILITY AMONG (insert audience) LEADERS by becoming an exhibitor today!


Exhibits schedule at a Glance. Including exhibit set up and break down.



Your ( insert) Conference Committee


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